It is easy to build an Excel formula to calculate hours worked and overtime of your employees. This is why Excel is widely used in the workplaces. It makes any calculation very easy.

The Excel template I have made for this article can be directly used in your workplace.

Most companies calculate work hours and over time based on the 40-hours-work-week (8 hours per day). By default, my Excel template also calculate work hours and overtime based on the 40-hours-work-week. But if your company takes different hours-work-week, you can define that in the template.

In this Excel template, over time is calculated based on the whole week, not based on an individual day. Suppose, an employee has worked 9 hours on the very first day of the week. But his total hours in the week does not exceed 40 hours, he will not be rewarded any over time.

You can also define different hourly rates for **Regular Works** and **Over Time Works**.

Table of Contents

## Calculate Hours Worked and Overtime Excel Template

Download the Excel template that I have built for this article.

## Excel formula to calculate hours worked and overtime

This is the template overview. This template is printable in one page (perfect for **Letter** and **A4** Page with **Landscape Orientation**) without any modification.

### The **inputs** in the Excel Template

Put the following inputs in the Excel template (image below):

**Overtime Counted After:** Generally, this is 40 hours per week. If your office maintains 45 or other working hours, input that value in this field. Working hours vary from country to country.

**Hourly Rate:**

Normally **Working Hour Rate** is different from the **Over Time Hourly Rate**.

**Regular:**Input the Regular Hourly Rate**Over Time:**Input the Over Time Hourly Rate

The template takes 4 time-inputs (above image):

**Time In:**This is the time when the employee enters into the working place.**Lunch Starts:**Time when the lunch starts in the working place.**Lunch Ends:**Lunch end time entry.**Time Out:**This is when the employee completely leaves the office place.

### Outputs we get automatically

These are the outputs we get from our inputs:

**1) Total Hours:**

This “**Total Hours”** is calculated for an individual day. We have used this formula in the cell **G16** to get the total hours: **=((F16-C16)-(E16-D16))*24**

**(F16-C16)**is actually**(Time Out – Time In).**And**(E16-D16)**is**(Lunch Ends – Lunch Starts)**.- We multiplied (
**(Time Out – Time In) – (Lunch Ends – Lunch Starts)**) by 24 to covert it into hour value. - This is why we get the value in
**Number**Otherwise, subtraction of two times results in**Time**format.

2) **Over Time Hours**

Though the template shows the **Regular Hours** before the **Over Time Hours**, I actually calculated the **Over Time Hours** before the **Regular Hours**. This is the formula I have used in the cell **I16** to calculate the **Over Time Hours**:

**=IF(SUM($G$16:G16)>work_hours_per_week,SUM($G$16:G16)-work_hours_per_week,0)**

Where, **work_hours_per_week = D12**

**How does this formula work?**

- This formula has an expanding range. It is $G$16:G16. For the next cell (
**I17**) in the column, this range will be:**$G$16:G17**. You see the range has expanded. This is why it is called expanding range. **logical_test:**IF function checks whether the sum of the expanding range has exceeded the value of**work_hours_per_week**.**value_if_true:**If the sum exceeds the value, the IF function returns this value:**SUM($G$16:G16)-work_hours_per_week**.**value_if_false:**Otherwise the IF function returns value 0.

Let me check this formula for the cell **I21: =IF(SUM($G$16:G21)>work_hours_per_week,SUM($G$16:G21)-work_hours_per_week,0)**

**=IF(47.25>40,47.25-40,0)**; [I have replaced some parts of the formula with their values]**=IF(TRUE,7.25,0)****=7.25**

So, the formula returns value **7.25**.

**3) Regular Hours**

To calculate **Regular Hours**, I have used this formula in the cell **H16: =MAX(G16-I16,0)**

This formula returns the maximum one between these two values: **G16-I16** and **0**.

**4) Total Hours (Regular)**

**5) Total Hours (Over Time) **

Cell **I22** actually holds our total **Over Time** hours. So, we just refer that cell in the cell **I23**.

**6) Total Pay (Regular)**

Multiplication of the **Regular Hourly Rate** and total** Regular Hours**.

**7) Total Pay (Over Time)**

Multiplication of the **Over Time Rate** and total **Over Time Hours**.

**8) Grand Total Pay**

Sum of **Regular Pay** and **Over Time Pay**.

## Conclusion

Whatever hourly rate your company provides and whatever working hours per week your company has adopted, this template will suit your company. Even if you did understand how the formulas work, you can modify and extend this template for fulfilling your specific criteria. So, these are the Excel formulas I use to calculate hours worked and overtime in a week.

Good. Send me learning module of Excel in my e-mail I’d: rajghosh116@gmail.com

Thanks, Ghosh for your feedback.

What if your company rounds the time? For example: When I clock in at 06:07 it calculates my time starting at 06:00 but if I were to clock in at 06:08, my start time is calculated at 06:15. By the way, Your emails are great. I highly enjoy them.

I will check this issue and let you know. Glad to know that we can add some value via our emails.

Best regards

Kawser

These formulas work pretty good if you work the 1st or 2nd shift. I work from 11:00pm – 7:30am with a 1/2 lunch period. When I enter these times, the formulas do not work. Any way to update this to work with these start and stop times?

Hi sir

Please send me practice data for advanced Excel so I can practice.

Thanks

Mdu

You will also find the file in our article. The file is at the upper part of the article. You will find the file under this title: “Calculate Hours Worked and Overtime Excel Template”.

Best regards

Kawser Ahmed

In the overtime column, it is calculating the total overtime for the week. What if you wanted to just calculate the overtime hours for that day. For example in cell I22, instead of reading the total for the week (12.25) it just read the overtime for that day (5.0).

Thank You!!